Resolution:Travel expense reimbursements: Difference between revisions

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Travel expense reimbursement

All travel expenses must be approved prior to any expenses by the board, except for the following cases, which are pre-approved because taken into account in the budget

Members of the board of Wikimedia Foundation may be reimbursed their costs up to an amount of

3000 dollars per quarter for the chair
1000 dollars per quarter for the other board members

Officers (which include CEO) may be reimbursed

0 dollars per quarter

The CEO is authorised to use up to xxx dollars per quarter for anyone (but himself) for any travelling expenses, especially in cases where a decision needs to be made quickly (this might be refered to as CEO discretionary budget for travel)

Anyone (board members, officers or other individuals) may also be reimbursed of their expenses in three cases

using board members pre-authorized amount (part of a board member budget may be allocated to another person, upon the board member's decision, within the limit of the board member's own allowance)
with previous agreement by the board of trustees for per person within a certain budget
with the previous agreement by the board of trustees for a certain budget, and agreement on the traveller per the CEO or an officer (for example, WSIS reimbursements)

Expenses must be only related to travel to go to meetings related to Wikimedia Foundation activity. Expenses must be justified by receipts, plane tickets etc... Requests for reimbursement must be done within 3 months to the financial officer. If not justified, the expenses must be reimbursed to the Foundation.

In case a board member spends above the allowance, he or she must inform the financial officer or the treasurer of the additional costs, and must balance his or her following quarter travel costs so that a semester is within is allowance, or get approval by the board of trustees for a change in his or her allowance.

Proposed by Anthere - 14 december 2005 Slightly modified by Jimbo - 14 December 2005

State : discussion. Will be proposed to next board meeting

Votes

Jimmy Wales:
Tim Shell:
Michaël Davis:
Angela Beesley:
Florence Devouard:

@@ Line 1: / Line 1: @@
 '''Travel expense reimbursement'''
+All travel expenses must be approved prior to any expenses by the board, except for the following cases, which are pre-approved because taken into account in the budget
 Members of the board of Wikimedia Foundation may be reimbursed their costs up to an amount of
 * 3000 dollars per quarter for the chair
 * 1000 dollars per quarter for the other board members
+Officers (which include CEO) may be reimbursed
+* 0 dollars per quarter
+The CEO is authorised to use up to xxx dollars per quarter for anyone (but himself) for any travelling expenses, especially in cases where a decision needs to be made quickly (this might be refered to as CEO discretionary budget for travel)
-Officers or other individuals may also be reimbursed of their expenses in three cases
+Anyone (board members, officers or other individuals) may also be reimbursed of their expenses in three cases
-* on board members pre-authorized amount (part of a member budget may be allocated to another person, upon the board member's decision, within the limit of the board member's own allowance)
+* using board members pre-authorized amount (part of a board member budget may be allocated to another person, upon the board member's decision, within the limit of the board member's own allowance)
 * with previous agreement by the board of trustees for per person within a certain budget
 * with the previous agreement by the board of trustees for a certain budget, and agreement on the traveller per the CEO or an officer (for example, WSIS reimbursements)
-* with previous agreement by the president within his or her discretionary budget set by the board of trustees
-**''I thought this case was covered by the previous point... but maybe it is not, depending on what discretionary budget is. If discretionary budget is (for example) overall travel budget set for WSIS, with travellers chosen by the president, it is covered by previous point. If discretionary budget is that 10% authorization minus or plus for approved budget, then it is indeed a different point. Can you clarify discretionary budget ?''
-***''I was just trying to clarify the language.  The idea here is just that it will probably make sense for me to have the authorization for some amount of travel budget which I could use to send particular people to particular places from time to time as needed.  With WSIS, this was a particular event, authorized by the board.  I am thinking more of a one-time thing, especially in cases where a decision needs to be made quickly.  The overall amount of this budget would of course be set by the board, and should be reasonably small.  The idea is just to avoid having to have a board meeting for something as small as reimbursing Soufron (for example) for a trip to Frankfurt (for example) to meet with the German lawyers. --[[User:Jimbo Wales|Jimbo Wales]] 16:10, 14 December 2005 (UTC)
-Expenses must be only related to travel to go to meetings related to Wikimedia Foundation activity. Expenses must be justified by receipts, plane tickets etc... Requests for reimbursement must be done within 3 months to the financial officer.
+Expenses must be only related to travel to go to meetings related to Wikimedia Foundation activity. Expenses must be justified by receipts, plane tickets etc... Requests for reimbursement must be done within 3 months to the financial officer. If not justified, the expenses must be reimbursed to the Foundation.
 In case a board member spends above the allowance, he or she must inform the financial officer or the treasurer of the additional costs, and must balance his or her following quarter travel costs so that a semester is within is allowance, or get approval by the board of trustees for a change in his or her allowance.